Method of obtaining an electronically stored financial document

ABSTRACT

A method for a bank to obtain an electronically-stored financial document is disclosed. The financial document includes a specific document parameter, such as a record date. The bank maintains the financial document in an off-site storage system when the record date is later than a pre-selected date and in an on-site storage system when the record date is earlier than or equal to the pre-selected date. The off-site storage system is remotely-located from the on-site storage system. The bank receives a request for the financial document from a client and compares the record date to the pre-selected date to determine if the record date is later than, earlier than, or equal to the pre-selected date. In processing the request, the bank utilizes a computer terminal connected to the off-site and on-site storage systems to access one of the storage systems in response to the comparison of the record date to the pre-selected date. After accessing the appropriate storage system, the bank inputs data into the computer terminal to identify the requested financial document and then retrieves the requested financial document. The bank then reproduces the requested financial document and distributes the requested financial document to the requesting client, or some other end user of the bank.

RELATED APPLICATIONS

[0001] This patent application claims priority to and all advantages ofU.S. Provisional Patent Application Serial No. 60/129,021 which wasfiled on Apr. 13, 1999 and is entitled “REMOTE DOCUMENT RETRIEVAL ANDSTORAGE SYSTEM.”

BACKGROUND OF THE INVENTION

[0002] 1) Technical Field

[0003] The subject invention relates to a method for a financialinstitution to obtain electronically-stored financial documents from anoff-site storage system remotely-located from an on-site storage system.

[0004] 2) Description of the Prior Art

[0005] Methods for obtaining electronically-stored financial documentsare generally known in the art. Financial institutions, such as banksand credit unions, utilize such methods to rapidly and efficientlyobtain financial documents for distribution to clients upon request.Such financial documents include paid checks, account statements, andother related documents. These financial documents are typically storedon microfiche, microfilm, digitally, or by some other electronic storagemeans. Further, these financial documents are typicallyelectronically-stored in an on-site storage system located at thefinancial institution or in an off-site storage system. Electronicstorage of these financial documents permits financial institutions toeliminate storage of paper or “hard” copies of these documents. Theelectronic storage of these documents also provides a means ofretrieving the information from the on-site and off-site storagesystems.

[0006] Once the document is stored, the client may request an image of aparticular stored document. Client requests are made to replace lost orstolen documents, for tax purposes, for proof of financial transactions,for legal disputes, and other similar matters. The client's request isinputted into a computer terminal at the financial institution. Morespecifically, conventional methods for obtaining anelectronically-stored financial document enable an employee of thefinancial institution, such as a bank teller, to input the request intoan interface incorporated into the computer terminal. The interface isinter-linked with the on-site storage system. Typically, all requestsfor a particular period are grouped together and subsequently downloadedfor retrieval of the requested image by the financial institution. Thefinancial institution retrieves the image, e.g. a photocopy of thecheck, and then distributes the photocopy to the client via facsimile,mail or hand delivery. The storing, downloading, and retrieving of thefinancial document, including the reproduction and the distribution ofthe document, are known in the industry as back office production. Backoffice production for financial institutions is particularly resourceintensive, time consuming, and expensive. Also, back office productionbecomes increasingly expensive if the client requests a particularly oldfinancial document because older financial documents frequently requiremore resources and time to locate and retrieve.

[0007] The majority of financial institutions electronically storefinancial documents only in an on-site storage system and not in anoff-site storage system. Consequently, these financial institutions areunable to outsource the responsibilities for the back office productionto third party entities to alleviate the expenses and resourcesassociated with the back office production. These financial institutionsrealize a significant financial burden since the back office productionis concentrated strictly at the financial institution.

[0008] Other financial institutions do electronically store financialdocuments in on-site and off-site storage systems. However, the methodsutilized by these financial institutions to access the financialdocuments stored in the off-site storage system are deficient in thatthe interface utilized in such methods is only inter-linked with theon-site storage system. That is, there is no interface independentlyinter-linked with the off-site storage system. As a result, thefinancial documents stored in the off-site storage system can not beefficiently accessed. These financial institutions are still responsiblefor retrieving the requested financial documents through their backoffice production and their expenses remain high. One such method ofretrieving documents from on-site and off-sited storage systems isdisclosed in U.S. Pat. No. 5,784,610 to Copeland, III et al.

[0009] Due to the inefficiencies identified in the conventional methodsused by financial institutions to obtain financial documents, it isdesirable to implement a method for a financial institution to obtainelectronically-stored financial documents from both on-site and off-sitestorage systems that reduces, if not eliminates, the back officeproduction of the financial institution by providing a direct interfaceinter-linked with the off-site storage system. With such an interface,the responsibility for retrieving financial documents from the off-sitestorage can be outsourced to third party entities while still providingthe financial institution with efficient access to any financialdocuments electronically-stored in the off-site storage system.

SUMMARY OF THE INVENTION AND ADVANTAGES

[0010] A method for a financial institution to obtainelectronically-stored financial documents having a specific documentparameter is disclosed. The specific document parameter is typically aparticular numerical sequence, such as a record date of the financialdocument. The method of the subject invention enables the financialinstitution to obtain the financial documents from an off-site storagesystem. The off-site storage system is remotely-located from an on-sitestorage system. The financial documents of the financial institution aremaintained in the off-site storage system when the specific documentparameter of the financial document is greater than a predeterminedparameter. The financial documents that are less than or equal to thepredetermined parameter are maintained in the on-site storage system.

[0011] When the financial institution receives a request for a financialdocument, the financial institution compares the specific documentparameter of the requested financial document to the predeterminedparameter to determine if the specific document parameter is greaterthan, less than, or equal to the predetermined parameter. A computerterminal located at the financial institution is connected to both theoff-site and on-site storage systems. The computer terminal is utilizedto access one of the storage systems in response to the comparison ofthe specific document parameter to the predetermined parameter. Forinstance, if it is determined that the specific document parameter isless than or equal to the predetermined document parameter, then thecomputer terminal accesses the on-site storage system. On the otherhand, if it is determined that the specific document parameter of thefinancial document is greater than the predetermined parameter, then thecomputer terminal accesses the off-site storage system.

[0012] After the computer terminal accesses the appropriate storagesystem, identification data of the requested financial document isinputted into the computer. More specifically, to access the on-sitestorage system, the identification data is input into a primaryinterface that is specifically inter-linked with the on-site storagesystem. To access the off-site storage system, an exit function isselected at the primary interface and the identification data is theninput into a secondary interface that is initiated upon selection of theexit function. The secondary interface is specifically inter-linked withthe off-site storage system.

[0013] Finally, after the identification data of the requested financialdocument is inputted, the requested document is then retrieved in orderto reproduce the financial document, and distribute the financialdocument to an end user of the financial institution.

[0014] The subject invention therefore provides a method that enablesfinancial institutions to obtain electronically-stored financialdocuments from an off-site storage system via a secondary interface thatis specifically inter-linked with the off-site storage system and thefinancial documents electronically-stored in that system. As such, thefinancial institution can selectively store financial documents ineither an on-site storage system or the off-site storage system, and theresponsibility for the financial documents in the off-site storagesystem can be outsourced to a third party entity. Therefore, the backoffice production of the financial institution associated with theretrieval and distribution of financial documents stored in the off-sitestorage system is strategically reduced or even completely eliminated.

BRIEF DESCRIPTION OF THE DRAWINGS

[0015] Other advantages of the present invention will be readilyappreciated as the same becomes better understood by reference to thefollowing detailed description when considered in connection with theaccompanying drawings wherein:

[0016]FIG. 1 is a flow diagram schematically detailing an on-sitestorage system, and an off-site storage system in accordance with thesubject invention;

[0017]FIG. 2 is a block diagram generally representing a method for afinancial institution to obtain electronically-stored financialdocuments from the on-site and off-site storage systems;

[0018]FIG. 3 is a block diagram completing the method of obtainingelectronically-stored financial documents from the on-site storagesystem; and

[0019]FIG. 4 is a block diagram completing the method of obtainingelectronically-stored financial documents from the off-site storagesystem.

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENT

[0020] Referring to the Figures, wherein like numerals indicate like orcorresponding parts throughout the several views, a method for afinancial institution to obtain an electronically-stored financialdocument is schematically shown at 10 in FIG. 1. The method introducedin the subject invention enables the financial institution to obtain thefinancial document from an off-site storage system remotely located froman on-site storage system. Preferably, the on-site storage system islocated at the financial institution and the off-site storage system islocated at a remote location distant from the financial institution.This allows the financial institution to ‘outsource’ theresponsibilities associated with obtaining the financial document.

[0021] Methods for financial institutions to obtainelectronically-stored documents are frequently used by such entities asbanks, credit unions, and other financially-oriented institutions. Forillustrative purposes only, the description of the subject invention isdiscussed with reference to banks. However, as appreciated by thoseskilled in the art, other businesses, such as insurance companies, mayalso utilize similar methods and incorporate the aspects of the subjectinvention.

[0022] Methods for banks to obtain electronically-stored financialdocuments are generally used by banks to rapidly and efficiently obtainfinancial documents for distribution to clients upon request. Asdescribed above, the financial documents for banks are usually paidchecks, checking statements, and other related financial documents, andthese documents include at least one specific document parameter. Asappreciated by those skilled in the art, it is not the financialdocument (e.g. the paid check) itself that is electronically-stored.Rather, it is data included on the document such as a sequence numberthat is electronically stored to make up the financial document. Thespecific document parameter is preferably a particular numericalsequence. As appreciated, the specific document parameter of thefinancial document can include, but is not limited to, a record date orage of the document, a series number, or some other document identifyingnumber of the financial document. More specifically, in the preferredembodiment of the subject invention, the particular numerical sequenceof the financial document is the record date of the financial document.That is, the date that the particular financial document was created orposted.

[0023] The financial documents are typically stored on microfiche,microfilm, digitally, or by some other electronic storage means. Asappreciated, the electronic storage of the financial documents isfrequently created by taking an electronic photo image of the documentand storing the photo image in a computer system. One such digitalelectronic storage device is sold by Kodak under the name of IMAGELINK™Digital Workstation (IDW). Electronic storage of these financialdocuments permits banks to eliminate storage of paper or “hard” copiesof these documents. The electronic storage of these documents alsoprovides an efficient means of retrieving the information from theon-site and off-site storage systems. This will be discussed furtherherein below.

[0024] As described above, the financial documents areelectronically-stored in either the on-site storage system located atthe bank or in the off-site storage system remotely located from theon-site storage system. More specifically, the subject inventionincludes the step of maintaining the financial documents in the off-sitestorage system when the specific document parameter of the financialdocument is greater than a predetermined parameter. Financial documentsare maintained in the on-site storage system when the specific documentparameter of the financial document is less than or equal to thepredetermined parameter. As appreciated, the document parameter of thefinancial documents stored in the off-site storage system may be greaterthan or equal to the predetermined parameter with the on-site storagesystem having documents only less than the predetermined parameter.

[0025] Similar to the specific document parameter of the financialdocument, the predetermined parameter is also a numerical value. Thepredetermined parameter is specifically a numerical value predeterminedby the bank. For instance, if the specific document parameter is aseries number of a paid check and the series number is greater than thepredetermined parameter which, in this case, would be an arbitrarilyselected base series number, then the paid check would be stored in theoff-site storage system.

[0026] In the preferred embodiment of the subject invention, thepredetermined numerical value is a date pre-selected by the bank. Forinstance, the bank may pre-select a date that is one year before acurrent date—the current date being the actual date that the clientrequests the financial document. Of course, the bank may pre-select adate that is some other time period before a current date (e.g. two orthree years) without varying from the scope of the subject invention. Assuch, if the record date of the particular financial document is olderthan one year, then the particular financial document is maintained inthe off-site storage system. If the record date of the particularfinancial document is earlier than or equal to one year, then theparticular financial document is maintained in the on-site storagesystem. As discussed above, the document having record dates equal tothe one year may be stored in the off-site or on-site storage systems.

[0027] Once the financial document is maintained in the appropriatestorage system, the bank is capable of receiving a request for thefinancial document from the client. In reality, the client is requestingan image of the stored financial document. As appreciated, clientsrequest the image for various reasons. As discussed above, requests aretypically made for replacing lost or stolen financial documents, for taxpurposes, for proof of financial transactions, for legal disputes, andother similar matters. Ultimately, the bank retrieves the image,reproduces the image, and distributes the reproduced image to therequesting client of the bank.

[0028] Referring now to FIG. 1, the method for banks to obtainelectronically-stored financial documents is discussed in detail.Initially, the requesting client requests a particular financialdocument, such as a paid check. The client is typically a customer ofthe bank or other financial institution. The client's request isinputted into a computer terminal 11 at the financial institution. Thecomputer terminal 11 will be discussed in more detail hereinbelow.

[0029] From the computer terminal 11, the request is fed into amainframe computer 12 at the bank. In the preferred embodiment of thesubject invention, if the client requests a financial document having arecord date earlier than or equal to one year before the current date,then the request, and other requests like it, are processed at the bankin the on-site storage system. That is, the requests are groupedtogether and downloaded to a downloading terminal 14 at the bank. Thedownloading may occur at particular intervals such as at the end of eachday, every three hours, etc. The sequence number of each check requestedis then determined. A document terminal 16 subsequently creates orreproduces the document, i.e., a photocopy of the check. The photocopyis then distributed to the client via facsimile, mail, or hand delivery.

[0030] It is known in the art that the majority of requests forfinancial documents are requests for documents which were created in themost recent year. That is, if the pre-selected date is one year beforethe current date, as in the preferred embodiment, then the majority ofrequests are seeking financial documents having a record date earlierthan or equal to the pre-selected date. The remaining document requestsrelate to financial documents that are older than one year. Since, asdescribed in the Background of the Invention, retrieval of financialdocuments that are older than one year is particularly expensive, thepreferred embodiment of the subject invention outsources all of thedocument requests which relate to documents having a record date laterthan one year before the current date. As appreciated, the particulartime frame which is outsourced is not a critical feature of the subjectinvention and may be adjusted to meet the needs of any particularfinancial institution. In fact, all of the document requests, includingthe most recent, may be outsourced using the outsourcing procedure ofthe subject invention.

[0031] In the preferred embodiment, if the client requests a financialdocument having a record date later than one year before the currentdate, then the request, and others like it, are grouped together anddownloaded from the mainframe computer 12 to an outsourced downloadingterminal 18. As above, the downloading may be at particular intervals asneeded. The sequence number is determined by a sequencing terminal 20.The sequence number is then sent back to the outsourced downloadingterminal 18. An outsourced document terminal 22 then creates orreproduces the desired document which is then distributed to either theclient or the bank. As appreciated, two document retrieval operations,one for the bank to retrieve financial documents having record datesearlier than or equal to one year before the current date, and anotherto retrieve outsourced financial documents having record dates laterthan one year before the current date, preferably operatesimultaneously. It is to be understood that the computer terminals andthe accompanying PC bases are illustrated highly schematically in FIG. 1and are not intended to be limiting in any manner. For instance, theschematic illustration of the outsourced document terminal 22 need notinclude a computer terminal and an accompanying PC base. Instead, theoutsourced document terminal 22 is preferably some sort of printingdevice.

[0032] Referring to FIGS. 2 through 4, the method for banks to obtainelectronically-stored financial documents is described in even greaterdetail. The request is first generated by the client. The request isthen processed by the bank. The processing, retrieval and reproductionof the requested financial document is typically controlled by oneinterlinked computer software program. One such computer softwareprogram is a software program called Antinori Software Incorporated orASI which is sold under the name of INNOVASION™ by Carreker-Antinori ofDallas, Tex. However, other frequently used software programs includePEGA™ and Sterling™. Any of these computer software systems can providethe necessary means for implementing the discussed procedures.

[0033] The processing of the request is completed by a customer servicetracking system and the computer terminal 11. The customer servicetracking system assists the financial institution in receiving therequest. More specifically, the customer service tracking system givesbranches, customer service, and other bank departments the capability toenter, log, track, route and monitor the status of all requests forfinancial documents. The customer service tracking system also providesthe capability to enter, log, track, route and monitor the status ofcustomer complaints and other customer service related items.

[0034] A bank employee, such as a bank teller first determines a statusof the requested document. More specifically, the employee compares thespecific document parameter of the requested financial document to thepredetermined parameter to determine if the specific document parameteris greater than, less than, or equal to the predetermined parameter. Ifthe specific document parameter is a particular numerical sequence andthe predetermined parameter is a predetermined numerical value, then theemployee compares the particular numerical sequence of the financialdocument to the predetermined numerical value to determine if theparticular numerical sequence is greater than, less than, or equal tothe predetermined numerical value. Further, if as in the preferredembodiment, the particular numerical sequence is a record date of thefinancial document, and the predetermined numerical value is apre-selected date, then the employee compares the record date of thefinancial document to the pre-selected date to determined if the recorddate is later than, earlier than, or equal to the pre-selected date.

[0035] The customer service tracking system enables a bank employee,such as a bank teller, to submit the request. More specifically, theemployee utilizes the computer terminal 11 located at the bank andconnected to both the off-site and on-site storage systems to access oneof the storage systems in response to the comparison of the specificdocument parameter of the requested financial document to thepredetermined parameter. For instance, when the particular numericalsequence of the financial document is greater than the predeterminednumerical value, the employee preferably utilizes the computer terminal11 to access the off-site storage system, and when the particularnumerical sequence of the financial document is less than or equal tothe predetermined numerical value, the employee preferably utilizes thecomputer terminal 11 to access the on-site storage system. As discussedabove, the documents have a numerical sequence equal to thepredetermined numerical value may be stored in either the off-site oron-site storage systems.

[0036] After the computer terminal 11 is utilized to access the desiredstorage system, the employee manually inputs identification data of therequested financial document into the computer terminal 11. Morespecifically, when the particular numerical sequence of the financialdocument is less than or equal to the predetermined numerical value, theemployee inputs identification data into a primary interface and selectsthe requested document. Also, the primary interface preferably providesan option for the employee to select among several different outputformats. The primary interface is inter-linked with the on-site storagesystem. In the preferred embodiment of the subject invention, theprimary interface appears as follows and includes the identificationdata detailed below: Account Number: Prod Type: Account Name: CustomerCode: Address: City: State: Zip Code: Home Phone: ( ) Work Phone: ( )Fax: () Service Code: For Items Posted Within A Year Copy of StatementOnly Savings Items Copy of Check/Deposit Ticket Misc (G/L, Loans,Teller, Etc) Check(s)/Deposit(s) < 30 Items Cash Letter ReconstructionStatements and < 30 Items Lockbox Statements and > 30 Items LegalStatement Only Deposit Reconstruction Legal Statement and ItemsRegardless of Posting Date Missing Transactions Returned Items Online(Backdated/Unposted)Encoding Error/Wrong Account EXIT FUNCTION

[0037] Alternatively, when the particular numerical sequence of thefinancial document is greater than the predetermined numerical value,the employee selects an exit function at the primary interface. The exitfunction distinguishes that the request is to be sent to an outsourcingthird party entity. Upon selection of the exit function at the primaryinterface, a secondary interface, inter-linked with the exit function,is initiated. The secondary interface is inter-linked with the off-sitestorage system. The employee inputs identification data into thesecondary interface and selects the requested document. Also, thesecondary interface preferably provides an option for the employee toselect among several different output formats. Preferably, routing, orservice codes will be generated automatically upon the initiation of thesecondary interface and the inputting of the identification data intothe secondary interface. The routing codes enable the bank to recognizethat the request is being sent to the outsourced third party entity.Furthermore, the routing codes are configured to automatically forwardthe inputted identification data to the off-site storage system. Theinputted identification data and the routing codes are forwarded intothe mainframe computer 12 introduced above for temporary storage beforetransfer to the off-site storage system. This temporary storage alsoserves to defend against unexpected power outages, computer malfunction,and the like. In the preferred embodiment of the subject invention, thesecondary interface appears as follows and includes the identificationdata detailed below: Account Number: Prod Type: Account Name: CustomerCode: Address: City: State: Zip Code: Home Phone: ( ) Work Phone: ( )Fax: ( ) Service Code: For Items Posted Prior to a Year Copy ofStatement Only Savings Items Copy of Check/Deposit Ticket Misc (G/L,Loans, Teller, Etc) Check(s)/Deposit(s) < 30 Items Cash LetterReconstruction Statements and < 30 Items Lockbox Statements and > 30Items Legal Statement Only Deposit Reconstruction Legal Statement andItems

[0038] Once the bank employee has inputted the necessary identificationdata into either the primary or secondary interface, then retrieval ofthe financial document can continue. Specifically, the requestedfinancial document is retrieved as defined by the inputtedidentification data. Two separate document retrieval procedures arediscussed hereinbelow. One document retrieval procedure is for thefinancial documents having a record date earlier than or equal to thepre-selected date—one year before the current date in this example. Theother document retrieval procedure is for the financial documents havinga record date later than the pre-selected date. As discussed above, theone year timing selected for the pre-selected date is simply shown as anexample and any suitable time frame may be utilized. In fact, even allfinancial document retrievals may be outsourced to the third partyentity. As also discussed above, the two separate document retrievalprocedures will typically operate simultaneously.

[0039] With reference to the subject example, if the record date of thefinancial document is earlier than or equal to one year before thecurrent date, the remaining steps occur at the bank. As discussed above,these steps are known as the back office production of the bank. Therequest is first categorized by a research automation system. Theresearch automation system automates the entire workflow of a bank'sresearch and photocopy departments by sending requests to theappropriate sequence for processing. The downloading terminal 14 servesto perform the research automation system's tasks.

[0040] Photocopy requests are routed to an image control system,statement requests are sent to a document retrieval system, and requestsfor financial adjustments are routed to an adjustment system. Thedocument terminal 16 serves to perform these tasks. In the illustratedembodiment of the subject invention, the sample document request is fora paid check. Hence, the categorized sequence will be the image controlsystem which handles photocopy requests.

[0041] Referring now to FIG. 3, after the request is categorized, therequest is verified for completeness and accuracy. If the request is notcomplete then additional data is retrieved. The additional data isretrieved by using a sequence number retrieval system and/or an allitems research system. Once the request is complete and accurate, thenthe image reference number can be determined. That is, once the requestis complete and accurate, then the requested financial document can beelectronically located in the on-site storage system. The referencenumber may be a routing, sequence, or any other type of indicator. Thereference number is determined by the image control system. The imagecontrol system is an image retrieval and routing management system whichworks in conjunction with Kodak's IMAGELINK™ Digital Workstations (IDW).Specifically, the image control system first connects to a network node.The network node is any type of storage device as is known in the art.Preferably a Kodak network node is used. The network node drives the IDWto find the location of the image by using the reference number.Specifically, the employee is prompted to verify that the correct mediais loaded in the IDW such that the IDW can locate the image. Thereference number for the document is known and the document image is nowverified and located.

[0042] The requested image can now be retrieved and reproduced. In otherwords a copy of the digitized document (the check) is created. The copymay be created by manually pulling the microfilm, microfiche, or thelike and photocopying the document. The copy may also be made byprinting the document from a digitized record. The photocopy of thecheck is then distributed to the requesting client or other end user ofthe financial institution. Other end users of the financial institutioninclude, but are not limited to, other financial institutions andfederal and state governments. Additional information such as aphotocopy report, a statement of charges, a research report and/or adaily status report may also be produced for the requesting client, theother end user, and/or the financial institution. The document retrievalsystem incorporated at the bank and the method for obtainingelectronically-stored financial documents from the on-site storagesystem is now completed.

[0043] Continuing with the subject example, if the record date of thefinancial document is later than one year before the current date, theautomated retrieval of the financial document is outsourced to the thirdparty entity. To begin, a separate file is automatically generated atthe bank by the input of the identification data into the secondaryinterface. Referring specifically to FIG. 4, the routing codes directthe request created on the separate file to be routed separately to theoutsourced third party entity. In the preferred embodiment of thesubject invention, additional user ID's are created to allow onlyselected users into the secondary interface. The identification datastored in the separate file and the routing codes are downloaded to theoff-site storage system for retrieval of the requested financialdocuments by the outsourced downloading terminal 18. Preferably, theidentification data and routing codes are grouped into batches of commonrequests for optimum retrieval of the requested financial document bythe outsourced third party entity at the off-site storage system. Thedownloading step may occur at any suitable predetermined interval.Preferably, the downloading will occur three times a day. The downloadeddocuments are known in the industry as a basket of requests.

[0044] The subject method further includes the step of creating aback-up file of the downloaded identification data and routing codes inthe off-site storage system. The back-up file acts as an emergencyinformation source in case the mainframe computer 12 at the financialinstitution has a catastrophic failure. In addition, the outsourcedthird party entity is in direct connection with the mainframe computer12 of the bank wherein the outsourced third party entity may produce abackup directory of each database file. This database backup is anadditional safe guard for the financial institution.

[0045] The downloaded identification data and routing codes are thencategorized for processing in the off-site storage system. The researchautomation system categorizes this information in a like fashion asdiscussed above. In fact, the outsourced third party entity uses thesame computer software package as the financial institution such thatthe flow of information is optimum and not interrupted. As discussedabove, the subject example request is for a paid check. Hence, therequest will be categorized into the image control system and a sequencenumber will be determined by the sequencing terminal 20. Also, a statusto update the progress of the requested financial document is providedto the financial institution.

[0046] After the request is categorized, the request, specifically theinputted identification data, is verified for completeness and accuracy.If the request is not complete or accurate, then additional data isretrieved. In a similar fashion as above, the additional data isretrieved by using the sequence number retrieval system and/or the allitems research system. As appreciated, the outsourced third party entitymay retrieve this information from the mainframe computer 12, via itsdirect line, or from its own backup database files. Once the request iscomplete and accurate, the image reference number can be determined.Again, as above, the reference number is determined by the image controlsystem.

[0047] The requested image is then retrieved. More specifically, therequested financial document is electronically located in the off-sitestorage system. Additionally, the requested financial document is alsoreproduced after the document is electronically located in the off-sitestorage system by the outsourced document terminal 22. In other words, acopy of the digitized document (the check) is created. A status file isthen created for the completed transaction. Also, a status of therequest is sent to the financial institution wherein the institution mayupdate their records. The status updates, as well as the informationconnections, create a two way information exchange between theoutsourced third party entity and the bank.

[0048] The photocopy of the check is then distributed or digitallytransferred to the requesting client, the financial institution, orother end users of the financial institution. In the preferredembodiment of the subject invention, the photocopy of the request isdistributed to the requesting client, etc. based on the routing codes.That is, in addition to directing the request to be separately routed tothe outsourced third party entity, the routing codes also indicate anappropriate distribution for the request client or other end user. Therequest is now completed.

[0049] A special circumstance occurs when the record date of one portionof the client's request is earlier than or equal to one year before thecurrent date, and when the record date of another portion of theclient's request is later than one year before the current date. Thesetypes of requests are known in the industry as spanned requests. Onesolution is to incorporate an additional interface utilized when theemployee of the bank is utilizing the computer terminal 11 and comparingthe specific document parameter of the requested financial document tothe predetermined parameter to determine if the specific documentparameter is greater than, less than, or equal to the predeterminedparameter. If the request is a spanned request, then the request will besplit into two separate requests which can be handled simultaneously. Aspecial notation would be put onto the requests such that they may beput back together before distributing the documents to the client orother end user. Another solution simply notifies the inputting employeethat two requests should be entered separately. A third solution sendsthe request to the back office production at the bank wherein the backoffice employees notify the outsourced third party entity by a separaterequest to retrieve the requested financial documents.

[0050] The invention has been described in an illustrative manner, andit is to be understood that the terminology which has been used isintended to be in the nature of words of description rather than oflimitation. Obviously, many modifications and variations of the presentinvention are possible in light of the above teachings. It is,therefore, to be understood that within the scope of the appendedclaims, wherein reference numerals are merely for convenience and arenot to be in any way limiting, the invention may be practiced otherwisethan as specifically described.

What is claimed is:
 1. A method for a financial institution to obtain anelectronically-stored financial document from an off-site storage systemremotely-located from an on-site storage system wherein the financialdocument includes at least one specific document parameter, said methodcomprising the steps of: maintaining the financial document in theoff-site storage system when the specific document parameter of thefinancial document is greater than a predetermined parameter;maintaining the financial document in the on-site storage system whenthe specific document parameter of the financial document is less thanor equal to the predetermined parameter; receiving a request for thefinancial document at the financial institution; comparing the specificdocument parameter of the requested financial document to thepredetermined parameter to determine if the specific document parameteris greater than, less than, or equal to the predetermined parameter;utilizing a computer terminal located at the financial institution andconnected to the off-site and on-site storage systems to access one ofthe storage systems in response to the comparison of the specificdocument parameter of the requested financial document to thepredetermined parameter; inputting identification data of the requestedfinancial document into the computer terminal after the desired storagesystem is accessed; and retrieving the requested financial document asdefined by the inputted identification data.
 2. A method as set forth inclaim 1 wherein the specific document parameter of the financialdocument is a particular numerical sequence and the predeterminedparameter is a predetermined numerical value.
 3. A method as set forthin claim 2 wherein the step of comparing the specific document parameterto the predetermined parameter is further defined by comparing theparticular numerical sequence of the financial document to thepredetermined numerical value to determine if the particular numericalsequence is greater than, less than, or equal to the predeterminednumerical value.
 4. A method as set forth in claim 2 wherein theparticular numerical sequence of the financial document is a record dateof the financial document and the predetermined numerical value is apre-selected date.
 5. A method as set forth in claim 4 wherein the stepof comparing the specific document parameter to the predeterminedparameter is further defined by comparing the record date of thefinancial document to the pre-selected date to determined if the recorddate is later than, earlier than, or equal to the pre-selected date. 6.A method as set forth in claim 2 wherein the step of utilizing thecomputer terminal to access one of the storage systems is furtherdefined by accessing the off-site storage system when the particularnumerical sequence is greater than the predetermined numerical value andaccessing the on-site storage system when the particular numericalsequence is less than or equal to the predetermined numerical value. 7.A method as set forth in claim 6 wherein the step of inputtingidentification data of the requested financial document into thecomputer terminal is further defined by inputting identification datainto a primary interface inter-linked with the on-site storage systemwhen the particular numerical sequence of the financial document is lessthan or equal to the predetermined numerical value.
 8. A method as setforth in claim 7 wherein the step of inputting identification data ofthe requested financial document into the computer terminal is furtherdefined by selecting an exit function at the primary interface when theparticular numerical sequence of the financial document is greater thanthe predetermined numerical value.
 9. A method as set forth in claim 8wherein the selection of the exit function is further defined byinitiating a secondary interface inter-linked with the off-site storagesystem and inputting identification data into the secondary interface.10. A method as set forth in claim 9 wherein the step of inputtingidentification data into the secondary interface is further defined byselecting a desired output format for the requested financial document.11. A method as set forth in claim 9 further including the step ofautomatically generating routing codes upon the initiation of thesecondary interface and the inputting of the identification data intothe secondary interface.
 12. A method as set forth in claim 11 furtherincluding the step of inter-linking the exit function with the secondaryinterface and configuring the routing codes to automatically forward theinputted identification data to the off-site storage system.
 13. Amethod as set forth in claim 12 further including the step of forwardingthe inputted identification data and the routing codes into a mainframecomputer for temporarily storing the identification data and routingcodes in the mainframe computer.
 14. A method as set forth in claim 13further including the step of downloading the stored identification dataand routing codes to the off-site storage system for retrieval of therequested financial documents.
 15. A method as set forth in claim 14further including the step of grouping the stored identification dataand routing codes into batches of common requests for optimum retrievalof the requested financial document.
 16. A method as set forth in claim14 further including the step of creating a back-up file of thedownloaded identification data and routing codes in the off-site storagesystem.
 17. A method as set forth in claim 14 further including the stepof categorizing the downloaded identification data and routing codes forprocessing in the off-site storage system.
 18. A method as set forth inclaim 17 further including the step of providing a status of therequested financial document to update progress to the financialinstitution.
 19. A method as set forth in claim 17 further including thestep of verifying the completeness and accuracy of the inputtedidentification data.
 20. A method as set forth in claim 19 wherein thestep of retrieving the requested financial document is further definedby electronically locating the requested financial document in theoff-site storage system.
 21. A method as set forth in claim 20 whereinthe step of retrieving the requested financial document is furtherdefined by reproducing the requested financial document after therequested financial document is electronically located in the off-sitestorage system.
 22. A method as set forth in claim 21 further includingthe step of distributing the reproduced financial document to an enduser of the financial institution based on the routing codes.